The goal if possible would be to raise the money via Sponsorships and donations as opposed to putting the organization in debt. Our immediate goal is to begin raising enough funds to be able to engage a commercial real estate company to begin partnering with and then to raise the funds needed for purchase of the property.
As additional discussions take place we’ll continue to add additional information etc.
Please continue to cover all of this in prayer.
Our current Treasurer, Hal Bettis will be stepping down at the end of the month. We thank him and his family for the countless hours and dedication over the eyars to our organization. TCW is looking to fill the Treasurer Role in our Executive Board. We are looking for someone who loves details but also engages with the parents during meetings, at games and events! You will be the point of contact regarding athlete’s fees and coordinating the financial needs during events and games. Don’t worry, you don’t have to have any Accounting experience because this position is all about communication and organization. Due to the nature of some of the communication, a servant’s heart and discretion will be required. You will work closely with other Board Members with the financial aspect of their roles. We have a separate Asset Manager that will continue to work closely supporting the board, executive director and treasurer. If you are interested please send an email with you resume/bio and testimonial to Ryan Medlin, Executive Director at ExcutiveDirector.TCW@gmail.com and Chris Teter, Vice President at VicePresident.TCW@gmail.com
TCW Treasurer Handover Document (Rev. 08/17/23)
General Guidelines as a Board Member
● Board Members will be expected to attend at least 10 of 12 monthly meetings each year.
● Board will make every effort to have a board representative at all home games, practices, or competitions.
● Board Members will be encouraged to do everything possible by computer, e-mail, etc. Google is the vehicle for this purpose. You will have a treasurer email as well as a One Drive to work out of and share/receive documents. This aids in transition to your successors and other board members.
2.5.1 Have knowledge of the Athlete Fee Schedule (Football / Cheer) and be able to communicate to parents during the Informational / Registration Meetings
2.5.2 Be the point person for Parent Communications regarding payment arrangements and outstanding balances
2.5.3 Gather and lead the Financial Aid committee (field requests and submit to Board Meetings)
2.5.4 Assist parents / coordinators with organization reimbursement procedures (i.e. Kick-off party expenses, Blue and Orange Game, etc.)
2.5.5 Provide and manage Cash Boxes for all events (Understand organization procedures)
2.5.6 Provide assistance on the field with other Board Positions (Secretary: First day of practice, Volunteer Coordinator: Events, Game Day)
2.5.7 Game Day (all Football teams) financial coordination (Provide Cash boxes, obtain Referee paperwork for payments, collect Cash boxes afterwards)
2.5.8 Make deposits as necessary from events, games, or athlete balances. Provide documentation for Asset Manager to record
2.5.9 Coordinate Spring Raffle with Volunteers and support where necessary
2.5.10 Provide Support for Fundraising and Sponsorship as assigned by VP or Executive Director
2.5.11 Provide Basic Financial Highlights at Board Meetings (Current Cash Status, Accounts Receivables, Accounts Payables)
2.5.12 Support Asset Manager obtaining purchase receipts, orders, etc. as needed on a timely basis
2.5.13 Point of contact and coordinator of the efforts of committees assigned to Treasurer
2.5.1. Record and Deposit all sources of funds for Varsity and Jr. High Football
& Cheer (revenue)
2.5.2. Record and Disburse all uses of funds for Varsity & Jr. High Football and
2.5.3. Establish a written procedure for the disbursement expense, preferably
with a schedule.
2.5.4. Utilize accounting software and software for keeping digital copies of
2.5.5. Reconcile accounts on a monthly basis
2.5.6. Prepare monthly reports of all Revenue and Expense to the Treasurer so he/she can present to the Board for review.
2.5.7. Prepare and coordinate with the Executive Director an annual Budget of Revenue and Expenses to be presented to the Board.
2.5.8. Work with Certified Public Accountants in preparation of year-end
financial statements, 990 Tax Return.
– Assumes responsibility for all TCW finances.
– Prepares budgets (and coordinates with each budget discipline regarding use of budgets).
– Receive and Dispense TCW funds as approved by the Board.
– Issue and sign checks as directed by the TCW Board.
– Reports on status of TCW funds.
– Keeps TCW books and financial records.
2.5.9 Coordinates with Treasurer to ensure their success
2.5.10 Works closely with the Executive Director to evaluate overall financial health and goals of the organization
2.5.11 Works with AD and Cheer Director to secure necessary purchases within the given budget